Intermediate Coordinator, Program Management

uottawa; Ottawa; On-site; CAD 62,000 - 78,000; Full time

Job summary

University of Ottawa’s Professional Development Institute (PDI) seeks an experienced administrative coordinator to execute logistics for program delivery across courses, workshops, and events. You will coordinate resources, support third-party providers, and maintain client-focused operations.

The role requires strong organizational skills, attention to detail, and the ability to work with multiple deadlines.

Qualifications

• Post-secondary education in administration or an acceptable combination of education and experience.
• Minimum of 3 years’ relevant experience in administrative coordination.
• Demonstrated experience in client service.
• Experience working in a postsecondary institution or other complex organization is an asset.
• Proficient with Microsoft Office software.
• Experience with web content management applications is an asset.

Responsibilities

• Performs operational functions around program delivery efficiently and within budget.
• Acts as liaison between program management, clients, contributors, experts and other stakeholders to share critical information.
• Handles registration for ongoing participation in program offerings and related follow-up for events.
• Manages inventories of resources and helps plan program cycles and space requirements.
• Provides reports to management to support planning and continuous improvement.

Skills

Client service

Communication

Teamwork

Organizational skills

Attention to detail

Time management

Interpersonal skills

Initiative

Flexibility

French-English bilingual

Education

Post-secondary education in administration

Tools

Microsoft Office

Web content management

Job description

About the Professional Development Institute:

The Professional Development Institute (PDI) of the University of Ottawa has been in the business of providing recognized career learning for over 40 years. Tens of thousands of decision makers and professionals at all levels in the public service and the private sector benefit from courses, programs and events to advance their knowledge and expertise. PDI's experienced instructors are content and industry experts in their field and are trained to meet the specific needs of adult learners.

Position Purpose:

The incumbent is responsible for executing logistical activities related to the delivery of programs within a faculty, service or research environment, including but not limited to courses, workshops, training and events, while ensuring smooth and efficient operations and an exceptional client experience. Coordinates elements of physical and material resources, including arrangements with third‑party providers and other uOttawa services. Performs routine financial transactions, routine communications and other administrative support functions related to program delivery. May be required to execute logistical activities for special projects within the scope of the overall program.

In this role, your responsibilities will include:

• Performs a variety of operational functions related to ongoing program delivery in the context of a service, academic sector, or in a research environment. Performs routine administrative and financial functions. Executes all operational activities around program delivery efficiently and within budget. Troubleshoots unanticipated complications within the scope of program execution and implements creative solutions to ensure operational continuity. Maintains accurate records for key historical data and program metrics.
• Acts as communication liaison between program management, clients, contributors, experts and other stakeholders in order to ensure the effective sharing of critical information related to the program components under his or her area of responsibility. Ensures that accurate and clear information related to the program, deadlines, and requirements is consistently available and updated. Addresses client feedback, escalates more complex areas of concern to program management, with the goal of favouring service excellence.
• Handles registration related to ongoing participation in program offerings. Plans and executes efficient participant registration and all related follow‑up for special events. Handles other routine activities in support of the smooth execution of program events within the scope of the program.
• Administers accurate inventories of resources required for program delivery. Contributes to the overall planning for all program offerings by projecting resource requirements for program cycles, including material and space requirements.
• Provides a variety of reports to management in support of program planning and continuous improvement initiatives.

What you will bring:

• Post‑secondary education in administration, or an acceptable combination of education and experience
• Minimum of 3 years’ relevant experience in administrative coordination
• Demonstrated experience in client service
• Experience working in a postsecondary institution or other complex organization is an asset
• Skills in the use all Microsoft Office software
• Skills in the use of web content management applications is an asset
• Strong organizational abilities and consistent attention to detail in a fast‑paced environment
• Ability to produce high quality work in an environment with multiple strict deadlines
• Strong interpersonal and communication skills
• Demonstrated success working in a team setting
• Ability to occasionally work outside of normal office hours
• Ability to occasionally travel outside of the region
• Bilingualism - French and English (spoken and written)

Key Competencies at uOttawa:

• Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
• Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self‑starting. Show availability and willingness to go above and beyond whenever it is possible.
• Client Service Orientation: Help or serve others to meet their needs.

Employment Details:

• Job Type: Employee
• Hours per week: 35
• Salary Grade: SSUO Grade 07
• Salary Range: $62,027.00 - $78,349.00
• Union Affiliation: SSUO
• Campus: Main Campus
• Job Family: Academic Program Management
• Faculty/Service - Department: PDI - International & Business Development
• Anticipated Duration in Months (for contracts and temporary assignments): 6